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Meetings of Boards of Governors

The duties and responsibilities of Boards of Governors as described in the previous section can only be exercised collectively at a properly convened meeting. It is important that you make every effort to attend these meetings. It is only by regular attendance at these meetings that you can keep yourself fully informed of what is happening in the school and make an effective contribution to its management.

Detailed procedures for the conduct of business are contained in the Scheme of Management. If a question over procedure arises the first source of reference should be the Scheme. Its ruling is binding on the Board of Governors. If there are any doubts over interpretation then appropriate officers of the employing authority will be pleased to offer advice.

General Guidelines on the Conduct of Business

This section describes some of the main procedures required by Boards of Governors in their conduct of business. The details given are taken from the NEELB publication "Schemes for the Management of Controlled Schools" and therefore refer specifically to controlled schools. The Scheme of Management for other types of schools may contain variations on these procedures. The appropriate employing authority should be consulted in these cases.

Frequency of Meetings: There must be at least 1 meeting of the Board of Governors each term.

Notice of Meeting: Governors must be given at least 5 full days advance notice of the time and place of each meeting together with a copy of the Agenda.

Quorum: At least 1/3 of total voting members must be present for business to proceed. (The Principal and co-opted members are not voting members).

Office Bearers: At the first meeting on a new Board of Governors voting members should elect a Chairperson and Vice-chairperson. Teacher members are excluded from holding these posts. The Board of Governors should also appoint a secretary.

Duties of Secretary:
- Arrange the date of each meeting in consultation with the chairperson.
- Prepare the agenda in consultation with the chairperson.
- Ensure that notice of the meeting, agenda, draft minutes of previous meeting and any relevant papers are issued on time to members.
- Record the proceedings of each meeting in written form.
- Receive correspondence and, on the instruction of the Board of Governors, deal with it.
- Prepare documentation for meetings.

Agenda: Items are likely to include:
- Apologies
- Minutes of last meeting
- Matters arising
- Correspondence
- Member's business items (as notified in accordance with the Scheme of Management)
- Principal's report
- Reports from any sub-committee of the Board of Governors which has sat since the last meeting of the Board of Governors
- Other business items

Role of Chairperson: At any meeting of the Board of Governors the chairperson should:
- Establish there is a quorum
- Ask for apologies which the secretary should record
- Deal with the draft minutes of the last meeting. If members agree that the minutes are true and accurate they should be signed by the chairperson otherwise the secretary should be asked to note any amendments in the minutes of the current meeting before minutes of previous meeting are signed
- Identify any matters arising from the minutes which are not listed on the agenda. These matters should be dealt with at this point of the meeting.
- Deal with any correspondence (if any). Not all correspondence need be read. Routine items and circulars may be recorded as a list in the minutes.
- Invite the Principal to present his/her report. This is likely to include
- An update on school matters
- Information requested by the Board of Governors
- A financial report
- Information on equipment and maintenance particularly where health and safety is involved

Deal with business items. Allow reasonable time for discussion. Rules of debate are set out in NEELB's Scheme of Management. Where a decision has to be made:
- Seek a proposer and seconder of the motion.
- Ensure any amendments requested have a proposer and seconder.
- Conduct a vote on amendment. If accepted it becomes the substantive motion. If rejected conduct a vote on the original motion. (Guidance on voting is contained in the Scheme of Management).

At the end of business declare the meeting closed.

Minutes: These should include a record of:
- The date, time and place of meeting
- The names of members present
- A list of apologies
- The names of any other persons in attendance, e.g. NEELB officers including their time of entry and leaving the meeting
- For each item of business
  - A brief summary of the discussion
  - A record of decisions taken
  - A record of actions to be taken and by whom
  - The time of closure of the meeting.
- From time to time circumstances will require other details to be recorded e.g. members who withdraw from part or all of the meeting. These situations are listed in the Scheme of Management.
- A copy of the minutes must be sent to the Chief Executive of NEELB within one month of the meeting.
- The Scheme of Management gives direction on any further distribution of minutes.

Sub-committees of the Board of Governors
- The Board of Governors may establish sub-committees to carry out specific aspects of its business (e.g. finance). Details of the membership of and procedures to be followed by such committees and their relationship to the Board of Governors are given in the Scheme of Management. The Scheme of Management also lists those areas of responsibility which may not be delegated to a sub-committee.

Declaration of Interest and Withdrawal from meetings Members of the Board of Governors must declare an interest if they:
- Have a family relationship with anyone who is employed in the school or anyone who is a candidate for employment at the school. The Scheme of Management defines family relationships and the circumstances when the member should withdraw from the meeting
- Have a pecuniary interest in the supply of goods or services to the school. The circumstances under which the member should withdraw from the meeting is described in the Scheme of Management
- There are other occasions when the Principal or teacher member must withdraw from the meeting of the Board of Governors. These circumstances are stated in the Scheme of Management.

Declaration of Knowledge of Canvassing
Members of the Board of Governors must declare any knowledge they have of canvassing having taken place in connection with an appointment or the supply of goods or services to the school

Confidentiality

There is a moral obligation on members of Boards of Governors not to enter into discussion outside the meeting with persons who are not members of the Board of Governors unless specifically requested to do so by the Board of Governors for a purpose related to furthering its business. The Board of Governors should reach agreement on the form in which others may be informed of its decisions keeping in mind the obligations placed on it by the Scheme of Management in respect of distribution of minutes. Members should rigorously adhere to this agreement.

Reference is made in this section to the Scheme of Management for schools. This is an important document which carries with it legal status. As a governor you should ensure that you have a personal copy and that you become familiar with its contents. Knowingly or wilfully disregarding the procedures set out in the document can have serious repercussions.